EmailFort provides organisations with a tool that forms part of its overall compliance management programme. EmailFort archives all company emails sent and received, these archived emails are only available to the organisations appointed Compliance Officer and can only be read. This is where EmailFort differs from traditional email backup – email backup allows individual employees to delete emails from their own archives and can therefore not be used as an adequate compliance measure.

“As soon as an email is sent or received by a user it is encrypted, time and date stamped and sent off-site to two individual secure servers. The whole process is managed and maintained by DataFort’s software and security systems.” Comments Gavin Smith, Founder and CEO of DataFort.

With EmailFort in place a business can provide regulators with all emails sent and received throughout a particular time period, or all emails (sent and received) to a particular company, on demand. All requests to retrieve emails are raised on EmailFort by the Compliance Officer and delivered back to them as a PST file.

“Whilst EmailFort is running the dedicated compliance officer receives updated reports from the system at regular intervals highlighting email throughput, usage and expiration. It is often the case that emails need to be archived for at least three years, this means that large volumes of emails reach their expiry dates each day and need to be assessed and deleted.” Adds Smith.